Attachment, Page 1

ADC 353A 

Procedures for PMR and Shipment Status for Retrograde and Directed Discrepant/Deficient 

Materiel Returns Including Corrected Time Standard for SA/FMS 

1. ORIGINATOR: 

a. Requesting Service/Agency: Navy, Naval Inventory Control Point

b. Originator: NAVICP 0344.04, DSN 442-9477, commercial (215) 697–9477 

c. Sponsor/Procedural Development: DLA Logistics Management Standards Office 

(formerly DLMSO), Supply Process Review Committee Co-Chairs: Ms. Ellen Hilert, 703-767-

0676 (DSN 427), e-mail: ellen.hilert@dla.mil, and Ms. Heidi Daverede, Transportation Primary, 

703-767-5111 (DSN 427), e-mail: heidi.daverede@dla.mil

2. FUNCTIONAL AREA: Primary: Supply; Secondary: Transportation

3. REFERENCES: 

a. DoD 4000.25-M, Defense Logistics Management System, Volume 2, Supply:

http://www.dla.mil/j-6/dlmso/elibrary/manuals/dlms/v2.asp.

b. Defense Transportation Regulation (DTR), Part II, Cargo Movement: 

http://www.transcom.mil/j5/pt/dtr_part_ii.cfm.

c. Product Quality Deficiency Report Program, DLAD 4155.24/AR 702-7/SECNAVINST 

4855.5B/AFI 21-115. 

d. DLA Logistics Management Standards Office (formerly DLMSO) memorandum dated

July 01, 2010, subject: Approved Defense Logistics Management System (DLMS) Change (ADC) 

353, Procedures for Pre-positioned Materiel Receipt (PMR) and Shipment Status for Retrograde 

and Directed Discrepant/Deficient Materiel Returns (Staffed as PDC 331). 

4. REQUESTED CHANGE: ADC 353A revisions are highlighted in yellow. Revisions are 

limited to the SA/FMS time standard for discrepant return and the associated Estimated Due Date 

(EDD) for the Pre-positioned Materiel Receipt (PMR) Document. All other aspects of this 

document are carried forward from the original version without change. 

a. Description of Change: This change provides notification of shipment of a returned item 

of supply and an appropriate PMR document. It proposes modification of the DLMS Supplements 

(DS) 856R and 527D and associated business rules to discretely identify the type of materiel return 

(discrepant/deficient return, retrograde) and provide a matching PMR and materiel returns shipment 

status to the receiving activity. This change specifically requires assignment of an appropriate 

Transportation Control Number (TCN) to retrograde and directed return shipments (to eliminate 

reuse). 
 Attachment, Page 2

b. Background: 

 (1) The DoD supply chain may require the return of supply items for a variety of reasons, 

beyond the familiar one of excesses turned in for credit under the MILSTRIP Materiel Returns 

Program (MRP). These returns include the exchange of Depot Level Reparable (DLR) Class IX 

repair parts as required by the Military Services’ Exchange Pricing programs, the retrograde of 

forward-positioned retail stock back to a home location, or discrepant/deficient materiel as directed 

by a Supply Discrepancy Report (SDR), Product Quality Deficiency Report (PQDR), or 

Transportation Discrepancy Report (TDR) response. Many logistics business rules require that the 

return use the same document number as the related order/sale. This can cause duplication of data 

for Transportation Control Numbers (TCN), and prevents the use of standard status transactions 

(such as the 856S /AS_ shipment status) which might be interpreted by logistics systems as 

referring to the non-return shipment. 

 

 (2) The Navy proposed to use a combination of enhanced returns-specific transactions 

(such as the 856R) and the addition of returns-specific indicators to common transactions (such as 

the 527D). This allows ample reporting of status within the DoD while preventing data confusion 

or collisions. This is the first in a series of DLMS changes intended to facilitate retrograde/returns 

processing.. 

 (3) The DLA SDR Continuous Process Improvement (CPI)/Lean Six Sigma initiative and 

resulting review of process gaps identified a requirement for automated support for establishment of 

the due-in/PMR and shipment status associated with directed returns. This change is intended to 

support those requirements as well. 

 (4) ADC 353A: Subsequent to the publication of ADC 353, the Defense Security 

Cooperation Agency (DSCA) requested that the approved procedures revert to the original 180 day 

time standard for directed SA/FMS returns associated with discrepant/deficient materiel that is not 

classified/sensitive, pending the planned update to the Letter of Offer and Acceptance (LOA) 

Standard Terms and Conditions (ST&C). 

(a) The LOA is the legally binding agreement between the U.S. Government and the 

foreign government. The LOA ST&C is the boiler plate document that's provided with every LOA. 

The ST&C states the FMS customer has 180 days to return discrepant materiel. DSCA has been 

trying to revise the LOA ST&C for over 2 years. It has required numerous meetings/reviews with 

DSCA lawyers as well as State Department lawyers. One of the changes to the LOA ST&C will be 

deleting any reference to the 180 day time standard for returns. Instead, the time standard will be 

identified in a note that is included on every FMS LOA. DSCA can change a note much easier than 

it can revise the LOA ST&C giving the U.S Government more flexibility and paving the way for a 

shorter time standard. Until the LOA ST&C are officially changed, the 180 day period will 

continue to be identified in every FMS LOA. 

(b) The Military Departments are in agreement that the time period should be 

shortened as planned under ADC 353, but the implementation date must be delayed until the LOA 

revisions are approved and adopted. 

(c) DSCA also clarified that implementation of a revised time period for directed 

SA/FMS returns will apply only to LOAs that include the revised LOA ST&C. The revised time 
 Attachment, Page 3

period will not be retroactive; therefore, it will not impact LOAs in existence prior to 

implementation of the revised LOA ST&C. The impact of the mixed environment on 

implementation planning will need to be investigated further and may be facilitated by future 

availability of Security Cooperation Enterprise Solution (SCES). 

(d) In the interim, DSCA is working to improve the returns process. DSCA reports 

that one problem is due to downsizing and base closures over the years resulting in fewer OCONUS 

SDR turn-in points. These are the places where FMS customers turn in discrepant/deficient 

materiel as a result of an SDR when sending the materiel back to the U.S. via the Defense 

Transportation System (DTS). The FMS customers continue to ask DSCA for assistance in helping 

them locate a list of OCONUS SDR turn-in points, i.e. physical location and POC information. 

Numerous people from different U.S. Government organizations have tried to obtain this 

information with no luck. It seems no one knows who "owns" SDR turn-in points. DSCA 

personnel are working with the USTRANSCOM liaison officer located at DSCA to try and resolve 

this issue. DSCA believes USTRANSCOM is the owner of OCONUS SDR turn-in points. After 

some research, USTRANSCOM stated there is no longer a consolidated list of all the OCONUS 

SDR turn-in points. USTRANSCOM is looking into the possibility of creating such a list. 

c. Procedures 

(1) Overview: 

(a) A PMR, DLMS 527D/MILSTRAP DW_, is required for all returns to a 

Defense Distribution Depot/storage activity. This requirement is applicable to DLMS-capable 

applications and legacy MILS applications. New procedures associated with the PMR are shown 

below.

(b) A materiel returns shipment status, DLMS 856R with enhanced data content, is 

required from DLMS-capable customers to report directed returns to the storage activity and the 

Inventory Control Point/Item Manager (ICP/IM) under the MILSTRIP Materiel Returns Program. 

New procedures associated with expanded use of the materiel returns shipment status are below.

(c) Passive Radio Frequency Identification (pRFID) and Item Unique Identification 

(IUID) shall be included in the DLMS materiel returns shipment status as required by DoD or 

Component policy. The procedures below accommodate inclusion of pRFID and IUID in 

association with the expanded use of the materiel returns shipment status. The 856R functionality 

as it related to pRFID and IUID are intended to be consistent with that of the 856S.

(d) Where DoD or Component policy directs return on a previously used document 

number (e.g. the original shipment to the customer), the value of the TCN cannot be derived from 

the document number. Instead, the returning activity/shipper shall construct a unique TCN in 

accordance with the DTR 4500.9-R, Appendix L, paragraph H; the DODAAC of the activity in 

record position 1-6 of this TCN is responsible to ensure that TCN numbers are unique. Note: The 

Navy intends to use “ZR” in positions 11-12 of the TCN to uniquely identify a block of TCNs for 

retrograde use. 

(e) This change provides a mechanism to identify correction or reversal of the 
 Attachment, Page 4

materiel returns shipment status. This functionality may be supported only on an intra-Component 

basis where authorized and is not applicable to the MILSTRIP Materiel Returns Program. 

(f) Updates to the DS 527D, PMR, to include revised content, is shown at 

Enclosure 1.

(g) Updates to the DS 856R, Materiel Returns Shipment Status, to include revised 

content, is shown at Enclosure 2. Note: This process uses the DLMS 856R at the ASC X12 

Version 4030 which is designed to mirror some of the expanded data content carried in the DLMS 

856S, Shipment Status. 

(h) Updates to the DS 842A/W, Standard SDR Reply, to include revised content, is 

shown at Enclosure 3. 

(i) Update to the DLMS manual for the proposed use of the PMR, the Materiel 

Returns Shipment Status, and the SDR reply are shown at Enclosure 4. Applicable changes to the 

DTR and the PQDR guidance are delegated to the responsible proponent.

(2) Detailed Procedures - Supply Discrepancy Report (SDR). 

1 SDR Reply. When directing return of discrepant materiel, the SDR 

reply shall indicate the number of days allowed for the customer to return the materiel to the 

designated location. The ICP shall require expedited return where appropriate, such as FMS 

classified/sensitive item returns and overage returns for back-ordered materiel not available within 

another customer’s required delivery date. The return-to location shall be identified by DoDAAC 

or Commercial and Government Entity (CAGE) (for contractors where no DoDAAC is assigned). 

Clear text addresses may be included in addition to the coded address since customers may not have 

access to the authoritative address source. The SDR reply shall include the number of days allowed 

for the directed return as follows. This approved change revises existing SDR policy for directed 

returns time standards. 

For U.S. Forces and non-Security Assistance (SA) customers: 

30 calendar days Classified/sensitive items (wrong item/misdirected/misidentified) 

90 45 calendar days Returns within Combatant Command/geographic area 

120 90 calendar days Returns between Combatant Commands/geographic areas, e.g., between 

CONUS and OCONUS locations 

For Security Assistance (SA) program customers: 

45 calendar days Classified/sensitive items (wrong item/misdirected/misidentified or an 

unidentified item) 

105 calendar days Used in the return of an SDR exhibit is specifically requested, e.g. for 

testing/evaluation 
 Attachment, Page 5

195 120 calendar days1 Used in the return of discrepant materiel (other than above) 

2 Associated Due-in and PMR. The ICP/IM responsible for the SDR 

reply will take action to establish a due-in and generate a PMR transaction to the receiving activity. 

The PMR will include the return quantity and the appropriate supply condition code. Action to 

establish the due-in and create the PMR transaction will be accomplished under 

MILSTRAP/DLMS. The PMR shall perpetuate the document number associated with the SDR, 

normally the document number of the original shipment. 

1. The DLMS PMR shall include a Return Type Code indicating the 

reason for the PMR as return of discrepant materiel. 

2. For cross reference to the specific discrepancy report, the PMR shall 

perpetuate the DoD WebSDR control number associated with the SDR. 

3. The PMR Estimated Delivery Date (EDD) indicating the time 

allowed for shipment and return of discrepant materiel will be based upon the date of the SDR reply 

directing the return. The EDD shall be calculated based upon the date of the initial SDR reply 

directing return from the storage activity when action activity responsibility has been delegated by 

the ICP/IM. The EDD is to be considered a “not to exceed” time standard established for system 

processing and does not necessarily equal the number of days identified in the SDR reply. The 

PMR EDD time standard for SDR returns was based upon the customer’s time standards for return 

shown above. 

EDD Usage

For U.S. Forces and non-Security Assistance (SA) customers:

30 calendar days Classified/sensitive items (wrong item/misdirected/misidentified) 

45 calendar days Returns within Combatant Command/geographic area 

90 calendar days Returns between Combatant Commands/geographic areas, e.g., between 

CONUS and OCONUS locations (U.S.) 

For Security Assistance (SA) program customers: 

45 calendar days Classified/sensitive items (wrong item/misdirected/misidentified or an 

unidentified item) 

105 calendar days Used in the return of an SDR exhibit when specifically requested, e.g. for 

testing/evaluation 

 

1

 The FMS customer has 180 days from receipt of the discrepancy/deficiency report response from the Military 

Departments International Logistics Control Office (ILCO). The 195 days is from the U.S. Government SDR action 

activity perspective and includes the 15 day ILCO processing time authorized for review and forwarding of the action 

activity’s SDR response. 
 Attachment, Page 6

195 120 calendar days Returns for other than classified/sensitive 

3 Materiel Returns Shipment Status. DLMS capable returning activities 

shall prepare the DLMS materiel returns shipment status (856R) citing the Return Type Code, 

identifying the reason for the shipment status as discrepant materiel return. The shipment status 

shall perpetuate the SDR control number, where electronic interface is available to facilitate 

inclusion of this data content. The materiel returns shipment status shall include pRFID and item 

unique identification (IUID) in accordance with DoD/Component policy. The return-to location 

shall be perpetuated from the SDR reply using the applicable DoDAAC or CAGE Code. The 

shipment status shall be directed to both the return-to activity (if identified by DoDAAC) and to the 

applicable ICP/IM. DAAS shall transmit to DLMS capable activities as identified. 

4 Updated EDD. Upon receipt of materiel returns shipment status, the 

ICP/IMM shall recalculate the EDD to equal the original time allowed for shipment and return of 

materiel (i.e., re-set the EDD using the date of the shipment status as the starting date, comparable 

to MILSTRIP Materiel Returns Program EDD procedures) and provide an replacement PMR to the 

receiving location. This action will ensure both records have the same EDD date.2

5 Monitoring for Return. The ICP/IM and the ILCO shall monitor for 

directed returns. Follow-up with the receiving activity, and potentially the customer, is required 

where classified/sensitive materiel has not been returned by the EDD. The ICP/IM shall use 

automated research tools to determine status where applicable: query for materiel returns shipment 

status in WEBVLIPS, transportation shipment status in Global Transportation Network (GTN), and 

Report of Shipment (REPSHIP) in Intelligence Road/Rail Information Server (IRRIS). Off-line 

communication with the shipper may be necessary to determine the status of the materiel. The ICP 

shall verify that proper discrepancy procedures are followed for materiel reported in-transit and not 

received. If shipment was delayed an updated EDD shall be identified and disseminated. 

[Staffing Note: New procedures for electronic follow-up using the DLMS 180M, Materiel Returns 

Reporting, mirroring the MILSTRIP FT6, ICP/IMM Follow-up, will be addressed in a separate 

PDC. OSD-Transportation Policy and USTRANSCOM are pursuing enhanced REPSHIP 

procedures and integrating automated support for REPSHIPs and receipts at destination.]. 

6 For non-classified/sensitive returns, in the event that the ICP/IM requires 

advice of shipment to support related supply decisions and neither the materiel nor shipment status 

have been received, the ICP/IM may follow-up with the customer. Follow-up for nonclassified/sensitive returns is optional except when return shipment status was provided and 

materiel was not received. If the non-classified/sensitive returns are not received by the EDD and 

no transportation shipment status in GTN exists and no materiel returns shipment status was 

provided or the customer is non-responsive to ICP/IM follow-up, the ICP/IM will initiate 

cancellation of the due-in/PMR and take appropriate financial action, i.e., reversal of credit 

previously provided or billing for materiel not returned. If the EDD was re-set based upon 

 

2

 Note: This change does NOT impose revisions to the PMR EDD time standards for the MILSTRIP MRP. Although 

these procedures for calculation and update of the PMR EDD are based upon the MILSTRIP Materiel Returns Program 

(MRP), the PMR EDD time standards for directed discrepant/deficient returns and retrograde are shorter. As 

implemented by DLA, the business rules for the MRP are noted here for clarification of the process. 

1. The PMR EDD will start out as 120 days CONUS / 180 days OCONUS from date in ICP response (FTR). 

2. ICP will update PMR date based supply status (FTL) with an estimated shipping date. Date will be 120/180 from 

ESD. 

3. ICP will again update PMR date based upon shipment status (FTM). Date will be 120/180 from date FTM is posted.
 Attachment, Page 7

shipment status and the materiel is not received by the new EDD, the ICP/IM will follow-up with 

the shipper to determine the status of the return. The ICP shall initiate cancellation of the PMR and 

establishment of a new PMR if the originally planned receiving location is changed. Off-line 

communication with the shipper may be necessary to determine the status of the materiel. The ICP 

shall verify that proper discrepancy procedures are followed for materiel reported in-transit and not 

received. 

(3) Detailed Procedures - Product Quality Deficiency Report (PQDR). 

(a) PQDR Reply. When directing return of deficient materiel/exhibits, the PQDR 

reply shall include the date (or number of days) by which the customer must return the materiel to 

the designated location. The return-to location will be identified by DoDAAC or CAGE. Clear text 

addresses may be included in addition to the coded address since all customers may not have access 

to the authoritative address source. 

(b) Associated Due-in and PMR. When directing return of deficient 

materiel/PQDR exhibit to distribution depots, the ICP/IMM will establish a due-in and generate a 

PMR transaction to the receiving activity for the materiel return/exhibit quantity using Supply 

Condition Code Q. Action to establish the due-in and create the PMR transaction will be 

accomplished under MILSTRAP/DLMS by the activity directing the return. The PMR shall 

perpetuate the document number associated with the PQDR, normally the document number of the 

original shipment. If not available a constructed document number will be assigned for use in the 

PMR, the return shipment, and future financial actions. The DLMS PMR shall include the Return 

Type Code indicating the reason for the PMR as return of quality deficient materiel and shall 

perpetuate the PQDR report control number (RCN). The Due-in Estimated Delivery Date (EDD) 

indicating the time allowed for shipment and return of deficient materiel will be based upon the date 

of the PQDR reply directing the return. The EDD is to be considered a “not to exceed” time 

standard established for system processing and does not necessarily equal the number of days 

identified in the PQDR reply. The PMR EDD will be established as follows. 

EDD Usage 

45 calendar days Non-SA returns within Combatant Command/geographic area (U.S. 

Forces) 

90 calendar days Non-SA returns between Combatant Commands/geographic areas, e.g., 

between CONUS and OCONUS locations (U.S. Forces) 

105 calendar days SA exhibit returns - Used in the return of an SDR exhibit for suspected 

quality deficiency when specifically requested, e.g. for testing/ 

evaluation 

195 120 calendar days SA returns 

(c) Materiel Returns Shipment Status. DLMS capable returning activities shall 

prepare DLMS materiel returns shipment status (856R) citing the Return Type Code, indicating the 

reason for the shipment status as deficient materiel return. The materiel returns shipment status 

shall perpetuate the PQDR RCN. The materiel returns shipment status shall include pRFID and 
 Attachment, Page 8

item unique identification (IUID) in accordance with DoD/Component policy. The return-to 

location shall be perpetuated from the PQDR response using the applicable DoDAAC or CAGE 

Code. The shipment status shall be directed to both the return-to activity (if identified by 

DoDAAC) and to the applicable ICP/IM. DAAS shall transmit to DLMS capable activities as 

identified. 

(d) Updated EDD. Upon receipt of materiel returns shipment status, the ICP/IMM 

shall recalculate the PMR EDD to equal the original time allowed for shipment and return of 

materiel (i.e., re-set the EDD using the date of the shipment status as the starting date, comparable 

to MILSTRIP Materiel Returns Program EDD procedures) and provide a replacement PMR under 

MILSTRAP procedures to the receiving location. This action will ensure both records have the 

same EDD date. 

(e) Monitoring for Return. The ICP/IM and the ILCO shall monitor for directed 

returns. Follow-up with the receiving activity, and potentially the customer, is required where 

materiel/PQDR exhibit has not been returned by the EDD. The ICP/IM shall use automated 

research tools to determine status where applicable: query for materiel returns shipment status in 

WEBVLIPS, transportation shipment status in Global Transportation Network (GTN), and Report 

of Shipment (REPSHIP) in Intelligence Road/Rail Information Server (IRRIS). The ICP shall 

verify that proper discrepancy procedures are followed for materiel reported in-transit and not 

received. [Staffing Note: New procedures for electronic follow-up using the DLMS 180M, 

Materiel Returns Reporting, mirroring the MILSTRIP FT6, ICP/IMM Follow-up, will be addressed 

in a separate PDC. OSD-Transportation Policy and USTRANSCOM are pursuing enhanced 

REPSHIP procedures and integrating automated support for REPSHIPs and receipts at destination.]. 

The originator of the PMR shall cancel the PMR if circumstances have changed and materiel will 

not be returned as directed. The PMR shall be cancelled and a new PMR established if the 

originally planned receiving location is changed. 

(4) Detailed Procedures - Transportation Discrepancy Report (TDR). 

(a) TDR Reply. When directing return of materiel associated with a TDR, the 

TDR reply shall include the date by which the reporting activity must return the materiel to the 

designated location. The return-to location will be identified by DoDAAC. Clear text addresses 

may be used in addition to the coded address. 

(b) Associated Due-in and PMR. When directing return of discrepant materiel, 

the ICP/IM responsible for the TDR reply will take action to establish a due-in and generate a PMR 

transaction to the receiving activity for the quantity in the TDR reply. Action to establish the due-in 

and create the PMR transaction will be accomplished under MILSTRAP/DLMS. The PMR shall 

perpetuate the return document number associated with the document number of the original 

shipment or as assigned by the ICP/IM. 

1. The DLMS PMR shall include a Return Type Code indicating the reason 

for the PMR as return of transportation-related discrepant materiel. 

2. For cross reference to the specific discrepancy report, the PMR shall 

perpetuate the control number associated with the TDR. 
 Attachment, Page 9

3. The Due-in Estimated Delivery Date (EDD) indicating the time allowed 

for shipment and return of deficient materiel will be based upon the date of the TDR response 

directing the return. The EDD is to be considered a “not to exceed” time standard established for 

system processing and does not necessarily equal the number of days identified in the TDR reply 

The PMR EDD will be established as follows. 

EDD Usage 

45 calendar days Non-SA returns within Combatant Command/geographic area 

90 calendar days Non-SA returns between Combatant Commands/geographic areas, e.g., 

between CONUS and OCONUS locations 

195 120 calendar days SA returns 

(c) Materiel Returns Shipment Status. DLMS capable returning activities shall 

prepare DLMS materiel returns shipment status (856R) citing the Return Type Code indicating the 

reason for the shipment status is applicable to a TDR directed return. The materiel returns shipment 

status shall perpetuate the TDR control number. The materiel returns shipment status shall include 

pRFID in accordance with DoD/Component policy. The return-to location shall be perpetuated 

from the TDR response using the applicable DoDAAC. The shipment status shall be directed to 

both the return-to activity and the activity directing the return. DAAS shall transmit to DLMS 

capable activities as identified. 

(d) Updated EDD. Upon receipt of materiel returns shipment status, the ICP/IMM 

shall recalculate the PMR EDD to equal the original time allowed for shipment and return of 

materiel (i.e., re-set the EDD using the date of the shipment status as the starting date, comparable 

to MILSTRIP Materiel Returns Program EDD procedures) and provide a replacement PMR under 

MILSTRAP procedures to the receiving location. This action will ensure both records have the 

same EDD date. 

(e) Monitoring for Return. The ICP/IMM and ILCO shall monitor for receipt. 

Follow-up with the receiving activity, and potentially the customer, is required where materiel has 

not been returned by the EDD. The ICP/IM shall use automated research tools to determine status 

where applicable: query for materiel returns shipment status in WEBVLIPS, transportation 

shipment status in Global Transportation Network (GTN), and Report of Shipment (REPSHIP) in 

Intelligence Road/Rail Information Server (IRRIS). The ICP shall verify that proper discrepancy 

procedures are followed for materiel reported in-transit and not received. [Staffing Note: New 

procedures for electronic follow-up using the DLMS 180M, Materiel Returns Reporting, mirroring 

the MILSTRIP FT6, ICP/IMM Follow-up, will be addressed in a separate PDC. OSDTransportation Policy and USTRANSCOM are pursuing enhanced REPSHIP procedures and 

integrating automated support for REPSHIPs and receipts at destination.]. The originator of the 

PMR shall cancel the PMR if circumstances have changed and materiel will not be returned as 

directed. The PMR shall be cancelled and a new PMR established if the originally planned 

receiving location is changed. 
 Attachment, Page 10

(5) Detailed Procedures - Retrograde Returns. These procedures apply to returns for 

which materiel returns shipment status (DLMS 856R/DI Code FTM) is not provided under the 

above MILSTRIP Materiel Returns Program. 

(a) When directing return of materiel (for return, replacement, or other reason), the 

ICP/IMM shall include the date by which the reporting activity must return the materiel to the 

designated location. The return-to location will be identified by DoDAAC or CAGE. Clear text 

addresses may be included in addition to the coded address since customers may not have access to 

the authoritative address source. Retrograde returns not subject to ICP/IMM direction shall be 

returned in accordance with Component procedures. 

(b) Associated Due-in and PMR. When directing return the ICP/IMM will 

establish a due-in and generate a PMR transaction to the receiving activity for the applicable 

quantity. Action to establish the due-in and create the PMR transaction will be accomplished under 

MILSTRAP/DLMS. Where the returning activity self-initiates the return, the returning activity 

shall be responsible for preparation of the PMR. The PMR shall perpetuate the return document 

number. The DLMS PMR shall include a Return Type Code indicating the reason for the PMR as 

return of materiel for repair (including exchange price returns)/retrograde movement. The PMR 

Estimated Delivery Date (EDD) indicating the time allowed for shipment and return of materiel will 

be based upon the date of the directed return or generation of PMR where the return is initiated by 

the returning activity. The EDD is to be considered a “not to exceed” time standard established for 

system processing and does not necessarily equal the number of days identified in the in a directed 

retrograde action. The PMR EDD will be established as follows. 

EDD Usage 

45 calendar days Returns within Combatant Command/geographic area 

90 calendar days Returns between Combatant Commands/geographic areas, e.g., 

between CONUS and OCONUS locations 

(c) Materiel Returns Shipment Status. DLMS capable returning activities shall 

prepare DLMS materiel returns shipment status (856R) citing the Return Type Code indicating the 

reason for the shipment status is applicable to return/retrograde movement. The materiel returns 

shipment status shall perpetuate the associated document number. The return-to location shall be 

identified using the applicable DoDAAC or CAGE. The materiel returns shipment status shall 

include pRFID and IUID in accordance with DoD/Component policy. The materiel returns 

shipment status shall be directed to both the return-to activity (if identified by DoDAAC) and to the 

applicable ICP/IM. DAAS shall transmit to DLMS capable activities as identified. 

(d) Updated EDD. Upon receipt of materiel returns shipment status, the ICP/IMM 

shall recalculate the PMR EDD to equal the original time allowed for shipment and return of 

materiel (i.e., re-set the EDD using the date of the shipment status as the starting date, comparable 

to MILSTRIP Materiel Returns Program EDD procedures) and provide a replacement PMR under 

MILSTRAP procedures to the receiving location. This action will ensure both records have the 

same EDD date. 
 Attachment, Page 11

(e) Monitoring for Return. The ICP/IMM shall monitor for receipt. Follow-up 

with the receiving activity, and potentially the returning activity, is required where materiel has not 

been returned by the EDD. The ICP/IM shall use automated research tools to determine status 

where applicable: query for materiel returns shipment status in WEBVLIPS, transportation 

shipment status in Global Transportation Network (GTN), and Report of Shipment (REPSHIP) in 

Intelligence Road/Rail Information Server (IRRIS). The ICP shall verify that proper discrepancy 

procedures are followed for materiel reported in-transit and not received. [Staffing Note: New 

procedures for electronic follow-up when no shipment status is received using the DLMS 180M, 

Materiel Returns Reporting, mirroring the MILSTRIP FT6, ICP/IMM Follow-up, will be addressed 

in a separate PDC. OSD-Transportation Policy and USTRANSCOM are pursuing enhanced 

REPSHIP procedures and integrating automated support for REPSHIPs and receipts at destination.]. 

The originator of the PMR shall cancel the PMR if circumstances have changed and materiel will 

not be returned as directed. The PMR shall be cancelled and a new PMR established if the 

originally planned receiving location is changed. 

(6) Alternatives: N/A. 

5. REASON FOR CHANGE: 

a. The existing DLMS 856R and 527D do not permit full reporting of returns shipments or 

identify pre-positioned materiel receipts as relating to returns. This change supports Component 

reverse logistics processes. The change specifically includes support for the Navy where the return 

document number matches a previously utilized requisition number for the purpose of tracking the 

return. 

b. Providing the PMR and materiel returns shipment status to the return-to activity and the 

ICP supports facilitated receiving functions in association with passive Radio Frequency 

Identification (pRFID) and item unique item identification (IUID) for retrograde/returns as well as 

in-transit visibility and tracking requirements. 

6. ADVANTAGES AND DISADVANTAGES: 

a. Advantages: These changes would for the first time create a transactional framework for 

reverse logistics analogous to that for requisitions, without creating data collisions. 

b. Disadvantages: Legacy applications using MILS will not be able to utilize the enhanced 

returns shipment status since it does not map to an existing MILSTRIP transaction. 

7. IMPACT: 

a. Data/Content/Procedures: 

(1) The DS 856R and 527D will be updated as shown. Navy will submit an additional DLMS 

change the use of the 180M for DLR Exchange returns, and, possibly for the 870M returns status.

(2) DLA will submit a PDC documenting revised procedures for update/replacement of the 

PMR to reflect current Distribution Standard System (DSS) capability to accept an updated PMR as 

an overlay (without reversal of the original PMR). 

(3) Verify that WebVLIPS, the DAAS “R” Table, the DAAS “A” Table, and the DAAS “V” 

Table will function appropriately with the introduction of these additional shipment status (856) 

transactions.
 Attachment, Page 12

(4) Ensure that the data required to build the XML Visibility Response messages can be 

complied based on the 856R data, when applicable.

(5) Verify that the Materiel Receipt Acknowledgement (MRA) Report will not react to the 

856R messages (regardless of usage, these will never be applicable to the MRA report).

(6) The DSCA, Implementing Agencies, and Business Transformation Agency (BTA) are 

currently developing the Security Cooperation Enterprise Solution (SCES) which should take the 

requirements identified in this ADC into consideration for DLMS compliance. The ability to 

submit returns shipment status is not otherwise available. 

(7) Planned Navy actions subsequent to ADC 353 publication:

(a) Submit an additional DLMS change documenting required changes to the 

DD1348-1A to accommodate additional data elements unique to retrograde.

(b) Submit an additional DLMS change documenting ATAC node/hub 

procedures for non-standard MILSTRAP use of the 527R Receipt, Inquiry, Response and MRA, 

and 867I Issue.

(c) Initiate with USTRANSCOM Defense Transportation Regulation 

Administrator a DTR 4500.9-R, Appendix L, paragraph H change to allow alphanumeric in 

positions 12-14 of the TCN.

(d) Initiate data maintenance (DM) request with USTRANSCOM Defense 

Transportation Electronic Business (DTEB) committee adding a Returns indicator to the 856A 

Shipment Consolidation and Due-in Notice, 315N Transportation Node Status Report, 858B 

Transportation Control & Movement Document (TCMD), and 858R Freight Bill of Lading.

(e) Initiate DM request with USTRANSCOM DTEB to add a de-aggregation 

capability to the 856A Receipt/Shipment-Consolidation/Due-In/REPSHIP Notice.

(f) Submit to USTRANSCOM DTEB a proposed new transaction for retrograde 

transportation service requests (planned and actual) for shipments being lifted by the Navy’s 

Combat Logistics Force (CLF) ships.

(1) Use of the DLMS 856R, Materiel Returns Shipment Status, must be reviewed by the 

Army for integration with procedures developed under ADC 274, DLMS and DLSS Changes to 

Support Army Exchange Pricing. 

(2) The Security Cooperation Enterprise Solution (SCES) must incorporate capability to 

provide Materiel Returns Shipment Status via DLMS for directed discrepant/deficient returns to 

reduce risk of unnecessary follow-ups to the ILCO and to allow EDDs to be systemically 

recalculated based upon the actual shipment date. 

b. Conversion Mapping: 

(1) Only 856Rs/MILSTRIP associated with the FTM are applicable for conversion by DAAS, 

excluding all the enhanced uses of the 856R under this change.

(2) All PMRs for returns may be converted between the 80-record position format and the 

DLMS. Enhanced data content identified in this change is not applicable to the 80 record position 

format.
 Attachment, Page 13

(3) DAAS shall apply Return Type Code (Qualifier KYL, Key Event Lookup) = M, Directed 

Return under Materiel Returns Program, for returns status originated in MILS format (FTM).

c. DLMS Data: This change clarifies and expands the use of existing data elements. 

Obsolete transaction content is removed. This change establishes new data elements for the Return 

Type Code and TDR Control Number.

 Return Type Code: A code used in the PMR and Materiel Returns Shipment 

Status to identify the reason for the return shipment. Applicable values are 

listed below. (Mapped to Data Element 1270, Qualifier KYL Key Event 

Lookup) 

 S = Directed return of discrepant materiel associated with a SDR 

 Q = Directed return of quality deficient materiel associated with a PQDR 

(including Security Assistance quality SDR 

 T = Directed return associated with a TDR 

 R = Retrograde (general retrograde movement of unit materiel) 

 X = Carcass return under Component exchange pricing rules 

 M = MILSTRIP Materiel Returns Program (FTM) 

 O = Other return not identified above 

 Transportation Discrepancy Report (TDR) Control Number: This value is 

the control number applicable to the TDR. 

 Prior Requisition Document Number: This data element was established 

under ADC 352, Management Code for PQDR Replacement Requisitions. This 

change provides an additional usage. This is the document number used in the 

PMR and Materiel Returns Shipment Status to identify document number under 

which the materiel was originally requisitioned when the materiel had to be rerequisitioned due to a deficiency on the original requirement and is now returned 

under the second document number. 

d. Publication(s): The changes to DoD 4000.25-M, Defense Logistics Management Systems 

Manual, Volume 2, are included as Enclosure 4. Updates to implementing procedures for PQDR, 

TDR, and Component-directed retrograde process, including references 3b and 3c, are required. 

e. Implementation: Phased implementation is authorized for any portion of this change. 

Components must ensure that new data content in DLMS transactions does not cause transaction 

failure. Components should notify the DLA Logistics Management Standards Office (formerly 

DLMSO) when establishing an implementation schedule for use of the DLMS 856R outside the 

MILSTRIP Materiel Returns Program shipment status. New data elements may be transmitted on 

existing transactions no sooner than January 2011, with the understanding that they may not be 

recognized/received by the application processing the incoming transaction. Revisions to time 

standards for SA/FMS directed returns will be coordinated separately subsequent to removal of the 

180 time standard from the LOA ST&C and adoption of the new standards within the LOA notes. 

Implementation of the planned 120 day standard time period for FMS returns may also be 

dependent upon completion of LOAs in effect prior to the transition, as the new standards will not 

be retroactive.
 Enclosure 1 (527D), Page 1

Enclosure 1 - DS 527D, Due-in/Advance Receipt/Due-In Verification 

# Location 527D Revision Explanation

1. DLMS 

Introductory 

Note: 

Add ADC 353 to DLMS Introductory notes.

- ADC 353, Procedures for Pre-positioned Materiel Receipt 

(PMR) and Shipment Status for Retrograde and Directed 

Discrepant/Deficient Materiel Returns

To identify DLMS changes included in 

the DS. 

2. 1/N101/70 PDC revisions adopted under separate DLMS Change.

DLMS Note. 

2. For Prepositioned Materiel Receipt/Advance Receipt 

Information (PMR/ARI) transactions (1/BR02/20 code DE), use 

code KA to identify the ICP to which the receipt will be reported. 

This will normally be the party generating the PMR (advance 

receipt). Repeat the N1 loop to use Qualifier 41 when the party 

returning materiel and preparing the PMR transaction is different 

from the party to which the receipt will be reported. 

41 Submitter

DLMS Note:

1. Use to identify the party preparing the PMR/ARI when the 

receipt is to be reported to another organization. 

2. DLMS enhancement; see introductory DLMS note 4a. Refer to 

ADC 353.

No change. Shown here for continuity. 

This revision was originally proposed in 

PDC 331. It was approved under 

separate ADC and is already available in 

the approved Supplement. 

The change supports procedures where 

the PMR is generated by the party 

originating the return and the resulting 

receipt will be reported to the ICP/IMM. 

Additionally, this provides DLMS 

functionality to satisfy a USAF workaround whereby DAAS is required to 

overlay the MILSTRAP DW_ Routing 

Identifier-From (rp 4-6) with the IM 

RIC. 

3. 2/N901/90 Add Qualifier “NN” and DLMS Note. 

NN Nonconformance Report Number

DLMS Note: 

1. Use to identify the DoD WebSDR control number associated 

with the SDR Reply directing the return. Recommended for 

inclusion in the PMR where an automated interface with the 

discrepancy reporting application is available. 

2. DLMS enhancement. Refer to ADC 353. 

Included for cross-reference. 

The ADC simples the rules by requiring 

the DoD WebSDR Control number in 

lieu of multiple numbers including the 

individual Component application 

control numbers. 

The ADC authorizes only on TDR 

control number per PMR. 

4. 2/N901/90 Add Qualifier “D9” and DLMS Note. 

 

D9 Claim Number

DLMS Note: 

1. Use to identify the TDR control number directing the return. 

Recommended for inclusion in the PMR where an automated 

interface with the discrepancy reporting application is available.

2. DLMS enhancement. Refer to ADC 353. 

Add Qualifier “QR” and DLMS Note. 

QR Quality Report Number

DLMS Note: 

1. Use to cite the PQDR report control number (RCN) directing 

the return. Recommended for inclusion in the PMR where an 

automated interface with the discrepancy reporting application 

is available. 

2. DLMS enhancement; see introductory DLMS note 3a. 

Refer to ADC 353. 

Included for cross-reference. 

The ADC authorizes only on control 

number per PMR.
 Enclosure 1 (527D), Page 2

# Location 527D Revision Explanation

5. 2/N901/90 Add Qualifier “CR” and DLMS note. 

CR Customer Reference Number

DLMS Note: 

1. Use the Customer Reference Number to cross reference to 

the requisition number under which the materiel was ordered, 

when it differs from the turn-in document number used with 

code TN. This only applicable to retrograde shipments 

occurring subsequent to a PQDR and replacement 

requisitioning. 

2. DLMS enhancement. Refer to ADC 353. 

Included for cross-reference. 

Navy provided clarification for this 

field: CR identifies the original 

customer order number for PQDRs 

where the customer requisitioned a part 

on document number A and turned in 

their carcass on document number A. 

Then they did a PQDR on the Acondition they got under document 

number A. They also reorder on 

document number B because they still 

need a good part for whatever 

requirement drove the original 

requisition A. But now they have to 

turn in the PQDR exhibit as the carcass 

for requisition B, so they'll use 

document number B as the retrograde 

document number. The PQDR 

managers should know that RCN 1 

refers to requisition A and retrograde B, 

but the PQDR folks asked if we could 

include document number A as 

additional info in the exhibit retrograde 

which is turned in under document 

number B. 

The mapping to X12 was modified to 

use Qualifier CR (in lieu of CO) to 

prevent conflict with another Navy 

requirement.

7. 2/LQ01/130 Delete Qualifier “HD” and DLMS note. 

HD Discrepancy Status or Disposition Code

DLMS Note:

1. Use in due-in and advance receipts to identify discrepant 

materiel.

2. DLMS enhancement; see introductory DLMS note 4a.

Add Qualifier “KYL” and DLMS Note. 

 

KYL Key Event Lookup

DLMS Note: 

1. Use to identify the Return Type Code. 

2. Enter the applicable value in LQ02: 

 S = Directed return of discrepant materiel associated with a 

SDR 

 Q = Directed return of quality deficient materiel associated 

with a PQDR (including Security Assistance quality SDR) 

 T = Directed return associated with a TDR 

 R = Retrograde (general retrograde movement of unit 

materiel ) 

 X = Carcass return under Component exchange pricing rules

Original placeholder removed and new 

data element added to identify the 

reason for the return. 
 Enclosure 1 (527D), Page 3

# Location 527D Revision Explanation

 M = MILSTRIP Materiel Returns Program (FTM) 

 O = Other return not identified above

3. DLMS enhancement. Refer to ADC 353. 
 Enclosure 2 (856R), Page 1

Enclosure 2 - 856R, Shipment Status Materiel Returns 

# Location 856R Revision

Version 4030

Explanation

1. DLMS 

Introductory 

Note: 

Add ADC 353 to DLMS Introductory notes.

- ADC 353, Procedures for Pre-positioned Materiel Receipt (PMR) and 

Shipment Status for Retrograde and Directed Discrepant/Deficient 

Materiel Returns

To identify DLMS 

changes included in the 

DS. 

2. 1/BSN01/0200 Add Qualifier “01” and DLMS Note. 

01 Cancellation

DLMS Note: 

1. Use when a shipment status must be reversed. Cancellations shall not 

be used unless the materiel is still on hand. 

2. Applicable when used for retrograde returns and directed returns of 

discrepant/deficient materiel (BSN06/640/Code RD). Not applicable to 

MILSTRIP Materiel Returns Program except as authorized for intraComponent use. 

3. DLMS enhancement. Refer to ADC 353. 

Add Qualifier “CO” and DLMS Note. 

CO Corrected

DLMS Note: 

1. Use to correct shipment information (e.g., TCN or RFID tag number). 

2. Applicable when used for retrograde returns and directed returns of 

discrepant/deficient materiel. Not applicable to MILSTRIP Materiel 

Returns Program except as authorized for intra-Component use. 

3. DLMS enhancement. Refer to ADC 353. 

New capability to 

cancel a returns 

shipment status. 

3. 1/BSN06/0200 Revise DLMS Note. 

FT Materiel Returns

DLMS Note: Must Use to indicate this transaction set provides shipment 

status information related to materiel returns program transactions 

(MILSTRIP FTM, Shipment Status (Customer Status to ICP/IMM). For 

all other types of returns, use Code RD. 

Add Qualifier “RD” and DLMS Note. 

 

RD Returns Detail 

DLMS Note: 

1. Use for retrograde shipment for return or repair which fall outside the 

scope of the MILSTRIP Materiel Returns Program asset reporting. 

2. Use when seeking intra-Service DLR Exchange Pricing credit for 

materiel turn-in. 

3. Use when shipping directed return of discrepant/deficient materiel 

associated with a Supply Discrepancy Report (SDR), Product Quality 

Deficiency Report (PQDR), or Transportation Discrepancy Report (TDR). 

4. Use in conjunction with a Return Type Code to identify the reason for 

the return (LQ01= KYL). 

5. DLMS enhancement. Refer to ADC 353.

Clarification added to 

distinguish from new 

uses for materiel 

returns shipment status. 

Transactions using 

code FT will be 

available for 

conversion by DAAS to 

MILSTRIP format. 

Transactions using new 

value RD will not 

convert to MILSTRIP. 
 Enclosure 2 (856R), Page 2

# Location 856R Revision

Version 4030

Explanation

4. 1/BSN07/0200 Delete Qualifier “W05” and DLMS Note.

W05 Order Discrepancy

DLMS Note: 1. Use to indicate when the shipment status is related to return 

of discrepant or deficient material.

2. DLMS enhancement; see introductory DLMS note 3a.

Replaced by more 

generic “RD” qualifier 

in the beginning 

segment. The Event 

Lookup value is used to 

identify the specific 

reason for return. 

5. 2/REF01/1500 Revise DLMS Note. 

TN Transaction Reference Number

DLMS Note: 

Must use in every 2/HL/0100 transaction reference number loop to identify 

the original customer-assigned document number associated with the 

materiel return. 

TG Transportation Control Number (TCN) 

DLMS Note: 

1. Must use in every 2/HL/0100 transaction reference number loop to 

identify the shipment unit TCN. 

2. Reuse/duplication of a previously used TCN is not permitted. If the 

controlling document number for the retrograde or directed return is the 

same as the original shipment, a unique TCN (not derived from the 

original document number) must be identified. 

In the expanded use 

under this proposal, it is 

possible that the 

document number for 

the directed return may 

be assigned by the 

activity directing the 

return. 

Provides specific 

guidance for TCN 

assignment. 

6. 2/REF01/1500 Add Qualifier “NN” and DLMS Note: 

NN Nonconformance Report Number

DLMS Note: 

1. Use to identify the DoD WebSDR control number applicable to the 

SDR Reply directing the return. Recommended for inclusion in the PMR 

where an automated interface with the discrepancy reporting application 

is available. 

2. DLMS enhancement. Refer to ADC 353. 

Add Qualifier “D9” and DLMS Note: 

D9 Claim Number

DLMS Note: 

1. Use to identify the TDR control number directing the return. 

Recommended for inclusion in the PMR where an automated interface 

with the discrepancy reporting application is available. 

2. DLMS enhancement. Refer to ADC 353. 

Add Qualifier “QR” and DLMS Note: 

QR Quality Report Number

DLMS Note: 

1. Use to cite the PQDR report control number (RCN) directing the 

return. Recommended for inclusion in the PMR where an automated 

interface with the discrepancy reporting application is available. 

2. DLMS enhancement. Refer to ADC 353. 

Included for crossreference. 

The ADC authorizes 

only one associated 

discrepancy/ 

deficiency report 

control number per 

status transaction (the 

originally proposed 

version allowed 

multiples). 
 Enclosure 2 (856R), Page 3

# Location 856R Revision

Version 4030

Explanation

Add Qualifier “CR” and DLMS Note: 

CR Customer Reference Number

DLMS Note: 

1. Use the Customer Reference Number to cross reference to the 

requisition number under which the materiel was ordered, when it differs 

from the turn-in document number used with code TN. This only 

applicable to retrograde shipments occurring subsequent to a PQDR and 

replacement requisitioning. 

2. DLMS enhancement. Refer to ADC 353. 

See note associated 

with Customer 

Reference Number in 

Enclosure 1 for further 

clarification. 

7. 2/N101/2200 Delete Qualifier “CN” and DLMS Note. 

CN Consignee

DLMS Note:

1. Use to identify the material consignee.

2. DLMS enhancement: See introductory DLMS note 3a.

Add Qualifier “RT” and DLMS Note. 

RT Returned to 

1. Cite the applicable routing identifier code (RIC) for the receiving 

depot for materiel returns program shipment status (BSN06=FT). 

2. For other types of returns, cite the applicable DoDAAC or CAGE. 

3. Inclusion of the associated text address is optional. 

3. Use of DoDAAC and CAGE is a DLMS enhancement. Refer to ADC 

353.

Removes unused 

qualifier for consignee 

and adds new qualifier 

for returned-to location. 

Clarification and 

expanded functionality. 

8. 2/N102/2200 Revise Data Element DLMS Note. 

Name 

Description: Free-form name 

DLMS Note: 

1. Use with N101 code CA to identify the carrier by name. (Field length 

restricted to 20 positions.) 

2. Use with N101 Code RT to identify the returned-to location activity 

name (address line 1). (Field length restricted to 35 positions.) 

New capability to 

identify the returned-to 

location by clear-text 

activity name. 

9. 2/N106/2200 Revise DLMS Note. 

TO Message To

Federal Note: 

Must use with the appropriate 2/N101/2200 code to indicate the 

organization cited in N101 is receiving the transaction set. 

DLMS Note: 

1. Use to identify the party directing the return (N101=Z4). Required for 

MILSTRIP Materiel Returns Program Shipment Status (BSN06=FT). 

2. Use a separate N1 loop to identify the returned-to activity (N101=RT) 

if identified by DoDAAC or RIC. DLMS enhancement. Refer to ADC 

353. 

Clarification and 

enhanced functionality.

10. 2/N2/2300 

2/N201/2300 

Mark N2 Segment used.

Mark Data Element N201 (Name) used and DLMS Note:

DLMS Note: Use when a clear text address must be specified (address 

line 2, if needed). (Field length restricted to 35 positions.)

New capability to 

identify the consignee 

by clear-text address.
 Enclosure 2 (856R), Page 4

# Location 856R Revision

Version 4030

Explanation

11. 2/N3/2400 

2/N301/2400

Mark N3 Segment used.

Mark Data Element N301 (Address Information) used and add DLMS 

Note:

DLMS Note: Use when a clear text address must be specified. This 

equates to the street address. (Field length restricted to 35 positions.)

New capability to 

identify the consignee 

by clear-text address.

12. 2/N4/2500 

2/N401/2500 

2/N402/2500 

2/N403/2500 

2/N404/2500

Mark N4 Segment used.

Mark Data Element N401 (City Name) used:

Mark Data Element N402 (State or Province Code) used:

Mark Data Element N403 (Postal Code) used:

Mark Data Element N404 (Country Code) used and add DLMS Note: 

DLMS Note: Use ISO-2 Country Codes

New capability to 

identify the consignee 

by clear-text address.

13. 2/LQ01/3500 Add Qualifier “KYL” and DLMS Note. 

KYL Key Event Lookup

DLMS Note: 

1. Use to identify the Return Type Code. 

2. Enter the applicable value in LQ02: 

 S = Directed return of discrepant materiel associated with a SDR 

 Q = Directed return of quality deficient materiel associated with a 

PQDR or Security Assistance quality SDR 

 T = Directed return associated with a TDR 

 R = Retrograde (general retrograde movement of unit materiel) 

 X = Carcass return under Component exchange pricing rules 

 M = Directed return under Materiel Returns Program (may be 

assigned by DAAS for returns status originated in MILS format) 

 O = Other

3. DLMS enhancement. Refer to ADC 353. 

Identifies reason for 

return 
 Enclosure 3 (842A/R), Page 1 

Enclosure 3 - 842A/R, SDR Reply 

# Location 842A/R Revision Explanation

1. DLMS 

Introductory 

Note: 

Add ADC 353 to DLMS Introductory notes .

- ADC 353, Procedures for Pre-positioned Materiel Receipt (PMR) and 

Shipment Status for Retrograde and Directed Discrepant/Deficient 

Materiel Returns

To identify DLMS 

changes included in 

the DS. 

2. 2/NCA04/3400 Revise Data Element DLMS Note 1 and add new DLMS Notes 2 and 3. 

380 Quantity 

DLMS Note: 

1. Use to indicate the number of days when applicable to the reply code 

2. Must use to indicate the number of days allowed for return of 

discrepant materiel when the SDR Reply Code 105, 106, 107, or 108 directs 

shipment of materiel to a specific location. 

3. Pending full implementation of this data field under DLMS, the 

number of days must also be identified in the remarks field to ensure that 

the receiving application has visibility of this information. Refer to ADC 

353. 

Clarification and 

enhanced 

functionality. 

3. 2/N101/4100 Revise Data Element DLMS Notes.

ST Ship To 

DLMS Note: 

1. Use to identify the location to which material must be shipped/ returned. 

Location must be identified by DoDAAC or CAGE. Text address may be 

included. 

2. Pending full implementation of discrete data elements for the ship-to 

address, the DoDAAC or CAGE and the clear text address must be 

repeated in the remarks block to assure that all users will receive the 

specified address. 

Clarification and 

enhanced 

functionality 
 Enclosure 4 (DLMS Manual Changes), Page 1 

Enclosure 4, DLMS Manual Changes (Changes indicated by Bold, Italics) 

1. DoD 4000.25-M, Defense Logistics Management System, Volume 2, Chapter 11. Chapter Title 

is revised to the following (added wording in bold/italics): Materiel Returns, Redistribution of 

Assets, Directed Discrepant/Deficient Materiel Returns, and Retrograde Returns.

 2. Add a new section to Chapter 11 (C11.18) as follows: 

C11.18. DIRECTED DISCREPANT/DEFICIENT MATERIEL RETURNS AND 

RETROGRADE RETURNS

 C11.18.1. General Requirements. The DoD supply chain may require the return of supply 

items for a variety of reasons, beyond the familiar one of excesses turned in for credit under the 

Materiel Returns Program (MRP) described earlier in this chapter. These can include the 

exchange of Depot Level Repairable (DLR) Class IX repair parts as required by Military 

Services’ Exchange Pricing programs, the retrograde of forward-positioned retail stock back to a 

home location, and discrepant/deficient materiel returns directed by Supply Discrepancy Reports 

(SDR), Product Quality Deficiency Report (PQDR), or Transportation Discrepancy Reports 

(TDR). In many cases, logistics business rules require that the return must use the same 

document number as the related order/sale. The use of a combination of enhanced return 

transactions and the addition of specific indicators to other transactions will allow for the 

specific reporting of the transactions without confusion about the nature of the return and 

enable enhanced intransit visibility (ITV) of these returns. The procedures also support recent 

process improvement initiatives related to requirements for directed returns. 

 C11.18.2. Associated Transactions. There are three DLMS transactions that contain 

specific content that shall be used to support the procedures for retrograde and directed 

discrepant/deficient returns. They are the 527D, Pre-Positioned Materiel Receipt (PMR), 856R, 

Materiel Returns Shipment Status, and 842A/R Standard Supply Discrepancy Report (SDR) 

Reply. 

 C11.18.2.1. A Pre-Positioned Materiel Receipt (PMR), DLMS 527D/MILSTRAP 

DW_, is required for all returns to a Defense Distribution Depot/Storage Activity. This 

requirement is applicable to DLMS-capable applications and legacy MILS applications. New 

procedures associated with the PMR are listed in the detailed procedures paragraph of C11.18.3. 

 C11.18.2.2. A Materiel Returns Shipment Status, DLMS 856R with enhanced data 

content, is required from DLMS-capable customers to report directed returns to both the storage 

activity and the Inventory Control Point/Item Manager (ICP/IM) (or other Component 

designated activity). New procedures associated with the materiel returns shipment status are 

listed in the detailed procedures paragraph of C11.18. 3. 

 C11.18.2.3. Passive Radio Frequency Identification (pRFID) and Item Unique 

Identification (IUID) shall be included in the DLMS materiel returns shipment status 

transactions as required by DoD or Component policy. 

 C11.18.3. Detailed Procedures. The following paragraphs contain detailed procedures for 

return of supply items related to discrepant/deficient materiel as directed by a Supply 

Discrepancy Report (SDR), Product Quality Deficiency Report (PQDR), or Transportation 
 Enclosure 4 (DLMS Manual Changes), Page 2 

Discrepancy Report (TDR) response. This section also addresses retrograde of forwardpositioned retail stock back to a home location. 

 C11.18.3.1. Supply Discrepancy Report (SDR). 

 C11.18.3.1.1. When directing return of discrepant materiel, the SDR reply shall 

include the number of days by which the customer must return the materiel to the designated 

location. Expedited time standards under DoD or Component policy will be applied to wrong 

item/misdirected/misidentified classified/sensitive item returns. ICP/IMs may also apply 

expedited time standards to overage returns for back-ordered materiel not available within 

another customer’s required delivery date. The return-to location will be identified by DoDAAC 

or CAGE. Clear text addresses may be included to facilitate the return since not all customers 

have ready access to an authoritative source for address information. 

 C11.18.3.1.2. The organization responsible for the SDR reply will take action to 

establish a due-in and generate a PMR transaction to the receiving activity. The PMR will 

include the return quantity and the appropriate supply condition code. Action to establish the 

due-in and create the PMR transaction will be accomplished under MILSTRAP/DLMS. The 

PMR shall perpetuate the document number associated with the SDR, normally the document 

number of the original shipment. The DLMS PMR shall include a Return Type Code indicating 

the reason for return for which the PMR is established and shall perpetuate the DoD WebSDR 

control number associated with the SDR. 

 C11.18.3.1.3. The PMR Due-in Estimated Delivery Date (EDD) indicating the 

time allowed for shipment and return of discrepant materiel will be based upon the date of the 

SDR reply directing the return. The EDD shall be calculated based upon the date of the initial 

SDR reply directing return. (This may be a reply from the storage activity when action activity 

responsibility has been delegated by the ICP/IM.) The EDD is to be considered a “not to 

exceed” time standard established for system processing and does not necessarily equal the 

number of days identified in the SDR reply. The return-by date may be dictated by policy or by 

need. PMR time standards are as shown in Table C11.T1, PMR Due-In Estimated Delivery Date 

(EDD) for SDRs. 

Table C11.T1. PMR Due-In Estimated Delivery Date (EDD) for SDRs

EDD Usage 

30 calendar days Wrong item/misdirected/misidentified classified/sensitive items (U.S.) 

45 calendar days Returns within Combatant Command/geographic area 

Wrong item/misdirected/misidentified classified/sensitive items (SA) 

90 calendar days Returns between Combatant Commands/geographic areas, e.g., between 

CONUS and OCONUS locations (U.S.) 

195 calendar days Returns for other than classified/sensitive (SA) 

 C11.18.3.1.4. The returning activity shall prepare the DLMS materiel returns 
 Enclosure 4 (DLMS Manual Changes), Page 3 

shipment status (856R) citing the Return Type Code, identifying the reason for return for which 

the materiel returns shipment status is provided. If the controlling document number for the 

directed return is the same as the customer’s requisition, a unique TCN (not derived from the 

original document number) must be identified. The shipment status shall perpetuate the DoD 

WebSDR control number (required where electronic interface is available to facilitate inclusion 

of this data content). The materiel returns shipment status shall include pRFID and item unique 

identification (IUID) in accordance with DoD/Component policy. The shipment status shall be 

directed to the ICP/IM (or other organization that directed the return). The shipment status shall 

also be directed to the return-to activity when identified by DoDAAC. DAAS shall transmit to 

DLMS capable activities as identified. 

 C11.18.3.1.6. Upon receipt of materiel returns shipment status, the ICP/IMM 

shall recalculate the EDD to equal the original time allowed for shipment and return of materiel 

(i.e., re-set the EDD using the date of the shipment status as the starting date, comparable to 

MILSTRIP Materiel Returns Program EDD procedures) and provide an replacement PMR to the 

receiving location. This action will ensure both records have the same EDD date. 

 C11.18.3.1.7. The ICP/IM and the ILCO shall monitor for directed returns. 

Follow-up action is required where classified/sensitive materiel has not been returned by the 

EDD. The ICP/IM shall use automated research tools to determine status where applicable: 

query for materiel returns shipment status in WEBVLIPS, transportation shipment status in 

Global Transportation Network (GTN), and Report of Shipment (REPSHIP) in Intelligence 

Road/Rail Information Server (IRRIS). Off-line communication with the shipper may be 

necessary to determine the status of the materiel. The ICP shall verify that proper discrepancy 

procedures are followed for materiel reported in-transit and not received. If shipment was 

delayed an updated EDD shall be identified and disseminated. 

 C11.18.3.1.8. For non-classified/sensitive returns, in the event that the ICP/IM 

requires advice of shipment to support related supply decisions and neither the materiel nor 

shipment status have been received, the ICP/IM may follow-up with the customer. Follow-up for 

non-classified/sensitive returns is optional except when return shipment status was provided and 

materiel was not received. If the non-classified/sensitive returns are not received by the EDD 

and no transportation shipment status in GTN exists and no materiel returns shipment status was 

provided or the customer is non-responsive to ICP/IM follow-up, the ICP/IM will initiate 

cancellation of the due-in/PMR and take appropriate financial action, i.e., reversal of credit 

previously provided or billing for materiel not returned. If the EDD was re-set based upon 

shipment status and the materiel is not received by the new EDD, the ICP/IM will follow-up with 

the shipper to determine the status of the return. The ICP shall initiate cancellation of the PMR 

and establishment of a new PMR if the originally planned receiving location is changed. Off-line 

communication with the shipper may be necessary to determine the status of the materiel. The 

ICP shall verify that proper discrepancy procedures are followed for materiel reported in-transit 

and not received. 

 C.11.18.3.2. Product Quality Discrepancy Report (PQDR). 

 C.11.18.3.2.1. When directing return of deficient materiel/exhibits to depots, the 

PQDR reply shall include the date by which the customer must return the materiel to the 

designated location. The responsible activity may apply an expedited time standards to Type I 
 Enclosure 4 (DLMS Manual Changes), Page 4 

PQDRs or as appropriate. The return-to location will be identified by DoDAAC or CAGE. Clear 

text addresses may be included to facilitate the return since not all customers have ready access 

to an authoritative source for address information. 

 C.11.18.3.2.2. When directing return of deficient materiel/PQDR exhibit, the 

ICP/IMM will establish a due-in and generate a PMR transaction to the receiving activity for the 

materiel return/exhibit quantity using Supply Condition Code Q. Action to establish the due-in 

and create the PMR transaction will be accomplished under MILSTRAP/DLMS by the activity 

directing the return. The PMR shall perpetuate the document number associated with the 

PQDR, normally the document number of the original shipment. If not available a constructed 

document number will be employed for the PMR, the return shipment, and future financial 

actions. The DLMS PMR shall include the Return Type Code indicating the reason for the PMR 

as return of quality deficient materiel and shall perpetuate the PQDR report control number 

(RCN). 

 C.11.18.3.2.3. The PMR Due-in Estimated Delivery Date (EDD) indicating the 

time allowed for shipment and return of deficient materiel will be based upon the date of the 

PQDR reply directing the return. The EDD shall be calculated based upon the date of the PQDR 

reply directing return. The EDD is to be considered a “not to exceed” time standard established 

for system processing and does not necessarily correlate to the PQDR reply return-by date which 

may be dictated by other criteria. See Table C11.T2, PMR EDD Days for PQDRs, to establish the 

EDD. 

Table C11.T2. PMR EDD Days for PQDRs

EDD Usage 

45 calendar days Returns within Combatant Command/geographic area 

90 calendar days Returns between Combatant Commands/geographic areas, e.g., 

between CONUS and OCONUS locations 

195 calendar days Security Assistance returns 

 C.11.18.3.2.4. The returning activity shall prepare DLMS materiel returns 

shipment status (856R) citing the Return Type Code indicating the reason for the shipment status 

as deficient materiel returns. If the controlling document number for the directed return is the 

same as the customer’s requisition, a unique TCN (not derived from the original document 

number) must be identified. The materiel returns shipment status shall perpetuate the PQDR 

RCN. The materiel returns shipment status shall include pRFID and item unique identification 

(IUID) in accordance with DoD/Component policy. The shipment status shall be directed to the 

ICP/IM (or other organization that directed the return). The shipment status shall also be 

directed to the return-to activity when identified by DoDAAC. DAAS shall transmit to DLMS 

capable activities as identified. 

 C.11.18.3.2.5. Upon receipt of materiel returns shipment status, the ICP/IMM 
 Enclosure 4 (DLMS Manual Changes), Page 5 

shall recalculate the EDD to equal the original time allowed for shipment and return of materiel 

(i.e., re-set the EDD using the date of the shipment status as the starting date, comparable to 

MILSTRIP Materiel Returns Program EDD procedures) and provide an replacement PMR to the 

receiving location. This action will ensure both records have the same EDD date. 

 C.11.18.3.2.6. The ICP/IM and the ILCO shall monitor for directed returns. 

Follow-up with customers is required where materiel/PQDR exhibit has not been returned by the 

EDD. The ICP/IM shall use automated research tools to determine status where applicable: 

query for materiel returns shipment status in WEBVLIPS, transportation shipment status in 

Global Transportation Network (GTN), and Report of Shipment (REPSHIP) in Intelligence 

Road/Rail Information Server (IRRIS). The ICP shall verify that proper discrepancy procedures 

are followed for materiel reported in-transit and not received. The originator of the PMR shall 

cancel the PMR if circumstances have changed and materiel will not be returned as directed. 

The PMR shall be cancelled and a new PMR established if the originally planned receiving 

location is changed. 

 C.11.18.3.3. Transportation Discrepancy Report (TDR) 

 C.11.18.3.3.1. When directing return of materiel associated with a TDR, the 

TDR reply shall include the date by which the reporting activity must return the materiel to the 

designated location. The responsible activity may apply an expedited time standard as 

appropriate. The return-to location shall be identified by DoDAAC or CAGE. Clear text 

addresses may be included to facilitate the return since not all customers have ready access to an 

authoritative source for address information. 

 C.11.18.3.3.2. When directing return of discrepant materiel, the ICP/IM 

responsible for the TDR reply will take action to establish a due-in and generate a PMR 

transaction to the receiving activity for the quantity in the TDR reply. Action to establish the 

due-in and create the PMR transaction will be accomplished under MILSTRAP/DLMS. The 

PMR shall perpetuate the return document number associated with the document number of the 

original shipment or as assigned by the ICP/IM. The DLMS PMR shall include a Return Type 

Code indicating the reason for the PMR as return of transportation-related discrepant materiel 

and shall perpetuate the control number associated with the TDR. 

 C.11.18.3.3.3. The PMR Due-in Estimated Delivery Date (EDD) indicating the 

time allowed for shipment and return of deficient materiel will be based upon the date of the TDR 

response directing the return. The EDD shall be calculated based upon the date of the TDR reply 

directing return. The EDD is to be considered a “not to exceed” time standard established for 

system processing and does not necessarily correlate to the TDR reply return-by date which may 

be dictated by other criteria. See Table C11.T4, Due-In EDD for TDR, to establish the EDD. 

Table C11.T4. Due-In EDD for TDR

EDD Usage 

45 calendar days Returns within Combatant Command/geographic area 
 Enclosure 4 (DLMS Manual Changes), Page 6 

90 calendar days Returns between Combatant Commands/geographic areas, e.g., 

between CONUS and OCONUS locations 

195 calendar days Security Assistance returns 

 C.11.18.3.3.4. The returning activity shall prepare DLMS materiel returns 

shipment status (856R) citing a Return Type Code indicating the reason for the shipment status is 

applicable to a TDR directed return. If the controlling document number for the directed return 

is the same as the original shipment, a unique TCN (not derived from the original document 

number) must be identified. The materiel returns shipment status shall perpetuate the TDR 

control number. The materiel returns shipment status shall include pRFID in accordance with 

DoD/Component policy. The shipment status shall be directed to the ICP/IM (or other 

organization that directed the return). The shipment status shall also be directed to the return-to 

activity. DAAS shall transmit to DLMS capable activities as identified. 

 C.11.18.3.3.5. Upon receipt of materiel returns shipment status, the ICP/IMM 

shall recalculate the EDD to equal the original time allowed for shipment and return of materiel 

(i.e., re-set the EDD using the date of the shipment status as the starting date, comparable to 

MILSTRIP Materiel Returns Program EDD procedures) and provide an replacement PMR to the 

receiving location. This action will ensure both records have the same EDD date. 

 C.11.18.3.3.6. The ICP/IMM and ILCO shall monitor for receipt. Follow-up 

with customers is required where materiel has not been returned by the EDD. The ICP/IM shall 

use automated research tools to determine status where applicable: query for materiel returns 

shipment status in WEBVLIPS, transportation shipment status in Global Transportation 

Network (GTN), and Report of Shipment (REPSHIP) in Intelligence Road/Rail Information 

Server (IRRIS). The ICP shall verify that proper discrepancy procedures are followed for 

materiel reported in-transit and not received. The originator of the PMR shall cancel the PMR if 

circumstances have changed and materiel will not be returned as directed. The PMR shall be 

cancelled and a new PMR established if the originally planned receiving location is changed. 

 C.11.18.3.4. Retrograde Returns. These procedures apply to returns for which 

materiel returns shipment status (DLMS 856R/DI Code FTM) is not provided under the above 

MILSTRIP Materiel Returns Program. 

 C.11.18.3.4.1. When directing return of materiel (for return, replacement, or 

other reason), the ICP/IMM shall include the date by which the reporting activity must return the 

materiel to the designated location and the applicable priority designator (PD). The return-to 

location will be identified by DoDAAC or CAGE. Clear text addresses may be included to 

facilitate the return since not all customers have ready access to an authoritative source for 

address information. Retrograde returns that are not subject to ICP/IMM direction shall be 

returned in accordance with Component procedures. 

 C.11.18.3.4.2. When directing return the ICP/IMM will establish a due-in and 

generate a PMR transaction to the receiving activity for the applicable quantity. Action to 

establish the due-in and create the PMR transaction will be accomplished under 

MILSTRAP/DLMS. Where the returning activity self-initiates the return, the returning activity 
 Enclosure 4 (DLMS Manual Changes), Page 7 

shall be responsible for preparation of the PMR. The PMR shall perpetuate the return document 

number. The DLMS PMR shall include a Return Type Code indicating the reason for the PMR 

as return of materiel for repair (including exchange price returns)/retrograde movement. 

 C.11.18.3.4.3. The PMR Estimated Delivery Date (EDD) indicating the time 

allowed for shipment and return of deficient materiel will be based upon the date of the directed 

return or generation of PMR where the return is initiated by the returning activity. The EDD is 

to be considered a “not to exceed” time standard established for system processing and does not 

necessarily correlate to the reply return-by date when applicable since that date may be dictated 

by other criteria. See Table C11.T5, PMR EDD Time Standard for Retrograde Returns, to 

establish the EDD. 

Table C11.T5. PMR EDD Time Standard for Retrograde Returns

EDD Usage 

45 calendar days Returns within Combatant Command/geographic area 

90 calendar days Returns between Combatant Commands/geographic areas, e.g., between 

CONUS and OCONUS locations 

195 calendar days Security Assistance returns 

 C.11.18.3.4.4. The returning activity shall prepare DLMS materiel returns 

shipment status (856R) citing a Return Type Code indicating the reason for the shipment status is 

applicable to return/retrograde movement. The materiel returns shipment status shall perpetuate 

the associated document number. A unique TCN (not derived from the original document 

number) must be identified. A customer reference number may be included when applicable to 

identify the original requisition document number. The materiel returns shipment status shall 

include pRFID and IUID in accordance with DoD/Component policy. The shipment status shall 

be directed to the ICP/IM (or other organization that directed the return). The shipment status 

shall also be directed to the return-to activity when identified by DoDAAC. DAAS shall transmit 

to DLMS capable activities as identified.

 C.11.18.3.4.5. Upon receipt of materiel returns shipment status, the ICP/IMM 

shall recalculate the EDD to equal the original time allowed for shipment and return of materiel 

(i.e., re-set the EDD using the date of the shipment status as the starting date, comparable to 

MILSTRIP Materiel Returns Program EDD procedures) and provide an replacement PMR to the 

receiving location. This action will ensure both records have the same EDD date.

 C.11.18.3.4.6. The ICP/IMM shall monitor for receipt. Follow-up with the 

returning activity is required where materiel has not been returned by the EDD. The ICP/IM 

shall use automated research tools to determine status where applicable: query for materiel 

returns shipment status in WEBVLIPS, transportation shipment status in Global Transportation 

Network (GTN), and Report of Shipment (REPSHIP) in Intelligence Road/Rail Information 

Server (IRRIS). The ICP shall verify that proper discrepancy procedures are followed for 
 Enclosure 4 (DLMS Manual Changes), Page 8 

materiel reported in-transit and not received. The originator of the PMR shall cancel the PMR if 

circumstances have changed and materiel will not be returned as directed. The PMR shall be 

cancelled and a new PMR established if the originally planned receiving location is changed. 
 Enclosure 4 (DLMS Manual Changes), Page 9 

3. Revise Chapter12, Due-In and Advance Receipt Information as follows: 

 C12.2.2. Keep Current Status. IMMs shall keep due-in records in a current status. Use revised 

delivery schedules, notification of shipment or delayed shipment, repair schedules and repair 

schedule changes, contracts and contract changes, customer and manager cancellations, material 

receipts, and completion of shipment tracer/discrepancy reporting actions to establish, revise, and 

delete due-in records and maintain appropriate delivery dates. Refer to paragraph C11.18 for 

specific content and estimated delivery date requirements for PMRs associated with directed 

discrepant/deficient materiel returns and retrograde returns.

4. Revise Chapter 17, Supply Discrepancy Reporting as follows: 

C17.2.7. Interface with Other Materiel Management Functions. Under DLMS, discrepancy 

processing may be used to trigger other standard materiel management functions. 

 C17.2.7.1. IMMs should plan to shall use the SDR response to establish a due-in record 

for return of discrepant materiel under Chapter 12. ICPs/IMMs shall use the Advance Receipt 

Information (ARI) (also known as Prepositioned Materiel Receipt (PMR) to advise storage 

activities to which a return is directed using MILSTRAP or the DLMS 527D, Due-In/Advance 

Receipt/Due Verification. Refer to paragraph 11.18 for additional guidance. 

 C17.2.7.2. By future DLMS enhancement pending further coordination, IMMs may use 

the materiel release order/materiel receipt confirmation (MRO/MRC) to direct and record return of 

discrepant materiel located at DoD shipping depots under Chapter 4, (refer to DS to 940R, Materiel 

Release). IMMs may use materiel returns supply status to re-direct the return of discrepant materiel 

received at other locations under Chapter 5 (refer to DS to 870M, Materiel Returns Supply Status). 

When returning discrepant materiel, by DLMS enhancement, shipping activities (other than DoD 

shipping depots) may prepare shipment status for materiel returns as described under Chapter 5 

(refer to DS to 856R, Shipment Status Materiel Returns). DLMS enhancements must be 

coordinated prior to implementation. DLMS capable activities returning discrepant materiel shall

prepare shipment status for materiel returns using the DLMS 856R, Shipment Status Materiel 

Returns) under paragraph C11.18 procedures. 

 C17.3.11. Responsible Action Activity Response to an SDR 

 C17.3.11.1. Procedures 

 C17.3.11.1.1. Processing. Responsible action activities shall process all 

discrepancy reports under the policies and procedures set forth in this publication and the DoD 

Component implementing regulations. Responsible action activities include all activities required 

to take action on a reported discrepancy. Action activities shall consider the associated MRA 

during validation of SDRs. Conflicting information will be investigated as appropriate. 

 C17.3.11.1.2. Interim Replies. Interim replies may be used to inform the 

submitter that an SDR has been forwarded to another organization for investigation or resolution. 

Responsible activities must provide an interim reply where a final reply cannot be provided within 
 Enclosure 4 (DLMS Manual Changes), Page 10 

the established timeframes. Failure to meet the established timeframes must be caused by reasons 

outside the control of the ICP/IMM or GSA. Such interim replies shall indicate when additional 

status will be provided. Identify the interim disposition/status using the appropriate 

disposition/status (reply) code available from the under DLMS Logistics Qualifier list. If no coding 

exists to specifically identify the reasons for the delay, indicate Code 137 and provide a clear-text 

explanation. Supplemental information is provided in accordance with the DS/SF 364.

 C17.3.11.1.3. Replies. Responsible activities shall reply to SDRs by submission 

of a DS 842A/R to DAAS/WebSDR or direct WebSDR input. Pending implementation of DLMS, 

other previously authorized SDR response formats may be used. SDR replies shall indicate the 

appropriate disposition, e.g., acknowledgment of the report, disposition of the materiel, validation 

of the report with authorization of financial adjustment, and/or instructions for repackaging, repair 

or other types of corrective action. SDR replies must contain the appropriate discrepancy code 

consistent with all information provided by the customer. This may require updating of the 

discrepancy codes used by the customer to assign the appropriate discrepancy code for the scenario 

described in the SDR remarks. Pending final resolution, The action activity may identify the 

interim disposition/status using up to three codes disposition/status (reply). Applicable codes are 

published in the DLMS Logistics Qualifier list. If no coding exists to specifically identify the 

reasons for the delay, indicate Reply Code 137 and provide a clear-text explanation. Shipment 

information applicable to direct vendor deliveries, new procurement, etc., must be completed by the 

action activity where incomplete or inaccurate on the original report. This includes identification of 

the shipping activity or vendor (by CAGE), contract number, and identifying shipment numbers. 

DLMS compliant applications must also ensure that direct vendor delivery shipments are identified 

by Document Type Code 6 on the SDR reply, regardless of what the customer originally 

designated. Historical replies (transactions citing Transaction Set Purpose Code 49) shall be used 

to fulfill these requirements where the submitter indicated that an SDR reply was not required. 

 C17.3.11.2.1. Returning Discrepant Materiel. When discrepant materiel is directed to 

be returned, the responsible activity shall direct the customer to reship the materiel using the same 

document number under which the materiel was originally shipped. The SDR reply shall include 

the date by which the customer is requested to return the materiel to the designated location. The 

ICP shall require expedited return where appropriate, such as FMS classified/sensitive item 

returns, and overage returns for back-ordered materiel not available within another customer’s 

required delivery date. The return-to location shall be identified by DoDAAC or CAGE 

(contractors where no DoDAAC is assigned). Clear text addresses may be included in addition to 

the coded address since all customers may not have access to the authoritative address source. 

The SOS shall provide reimbursement for packing, crating, handling, and transportation for directed 

returns under Volume 5, Finance, procedures. Use the Defense Transportation System (DTS) for 

the return movement is encouraged. As an Alternative to providing transportation reimbursement, 

the responsible action activity may provide the transportation account code (TAC) chargeable for 

the transportation services and supporting information, e.g., the bill of lading number, or provide 

small package carrier account information. In those cases were an exhibit of the discrepant materiel 

is directed for return, the activity requesting this action will pay for exhibit shipment costs. Action 

activities shall either furnish DD Form 1348-1A for materiel to be returned or provide comparable 

information to accomplish the return. A copy of the SDR and the shipment document should be 

included with returned materiel and annotated as a “SDR RETURN.” For Non-SA customers, 

materiel not returned as directed within 90 calendar days (if CONUS) or 120 days (if OCONUS) of 

the SDR reply will be billed. 
 Enclosure 5 (Comment Resolution), Page 1 

Enclosure 5, ADC 353 Comment Resolution 

# Received from Comments Resolution 

1. Navy 

Navy (NAVICP) 

Concur. 

Concur with comment. 

A) Navy wants to establish a unique block of TCNs 

for retrograde shipments by using a “ZR” in rp 11-12 

of the TCN. 

B) Need DD1348-1A to be redesigned to allow for 

additional data elements unique to retrograde. 

C) CONOPS for the ATAC node/hub receipt process 

uses the 527R (carcass receipt) and 867I (stock issue). 

D) Need capability to document/transmit deaggregation of inbound shipments. 

E) Need capability to generate transportation service 

request (planned and actual) for lift by the CLF ships, 

akin to the DTCI use of 219A. 

E) For discussion purposes, Navy uses the following 

transit time standards (excluding processing & 

packaging times) for exchange retrograde: 

• Express (CONUS or OCONUS): 6 days 

• Routine CONUS: 12 days 

• Routine OCONUS: 18 days 

Afloat turn-in: Additional 7 days 

A) Paragraph 4.c(1)(d) of this 

ADC directs TCN assignments 

to be done IAW DTR 4500.9-R, 

Appendix L, paragraph H. 

Suggest Navy coordinate with 

USTRANSCOM DTR 

Administrator to modify this 

reference to allow usage of 

alpha/numeric in rp12-14 of the 

TCN (“Z” is already authorized 

for use in rp11); the reference 

currently limits this to all 

numeric (000-999). 

B) Request Navy submit 

separate PDC with proposed 

redesign. 

C) These are non-standard uses 

of the 527R and 867I. Request 

Navy submit separate PDC to 

document the alternate 

procedures for these transactions 

being used by the ATAC 

node/hub receipt processes. 

D) Suggest Navy coordinate 

requirement with 

USTRANSCOM/DTEB to 

modify 856A. 

E) The ADC provides “Not to 

exceed” time standards. 

Internal Component guidance 

may direct short time standards. 

F) Suggest Navy coordinate 

requirement with 

USTRANSCOM/DTEB to 

develop a new IC (219R). 

2. Air Force Concur. 

3. DLA (Supply) Concur with comments. 

A) Didn’t see any changes being made to the MILS 

D6 to carry the event code back to the IMM, is this 

correct? 

B) Is the storage facility to perpetuate the event code 

into the SDR submitted during the receipt function? 

(DDC Receiving) 

C) 527D: The transaction does not support pRFID 

information, but does have a pRFID indicator that 

requires or does not require pRFID technology for the 

A) Yes. This event code is 

considered a DLMS 

enhancement. 

B) No. 

C) Current CONOPS for this 
 Enclosure 5 (Comment Resolution), Page 2 

DLA (PQDR) 

due-in shipment (J-6U) 

D) 856R: The transaction does not support pRFID 

information. (J-6U) 

E) 870M: The transaction does not support pRFID 

information. (J-6U) 

Comments. 

A) Recommend deleting “Use of pRFID is 

encouraged.” From Paragraph 4.c(1)(c). 

B) SCC Q not implemented by all Services. 

C) Recommend changing EDD in response to PQDRs 

to 45 and 60, vice 30 and 45. 

D) Recommend clarifying PS/RS roles throughout the 

SDR/PQDR/TDR detailed procedures. 

E) Concerns with unique TCN requirement. 

F) Concern with pRFID tagging requirement and 

applicability to SDR/PQDR originators. 

ADC does not levy a pRFID 

requirement in the 527D. 

D) The 856R does support 

pRFID. See HL03=”P” DLMS 

note explaining use of REF 

segment to perpetuate pRFID tag 

numbers, akin to what the 856S 

does. 

E) Current CONOPS for this 

ADC does not levy a pRFID 

requirement in the 870M. 

A) Done. Preceding sentence in 

subject paragraph articulates 

requirement. 

B) Inserted staffing note for 

comment by Navy during 

staffing of draft ADC. 

C) Concur. 

D) Request DLA provide 

specific changes to satisfy 

concerns with applying 

appropriate functions to 

appropriate job positions (e.g., 

PS/RS). 

E) Per DTR 4500.9-R and DOD 

4140.1-R, it is DOD policy to 

assign unique TCNs to all 

shipments moving through the 

Defense Transportation System. 

F) pRFID tagging is being 

implemented not only between 

suppliers and the depot, but also 

from depot to customer and 

customer to depot. 

4. DCMA I understand that you are seeking to satisfy your FMS 

customer. Please be advised that the Department of 

State has in place agreements with foreign 

governments that define the process for resolving 

quality issues. Foreign governments by the 

agreement report quality deficiencies on a SF 364. 

The Joint Services PQDR regulation (DLAR 

4155.24) defines exactly how the Department of 

Defense investigates FMS quality deficiencies. To the 

best of my knowledge the timelines of the PQDR 

process are consistent with the Department of State 

agreements. I strongly recommend that you 

coordinate any proposed FMS processing changes 

This DLMS Change has been 

coordinated with the DoD 

PQDR Committee. It is the 

responsibility of that group to 

ensure that the any further 

coordination required is pursued. 
 Enclosure 5 (Comment Resolution), Page 3 

with David Christy prior to implementation to avoid 

violating the Department of State agreements. 

5. Army (NLC) Concur. 

Following are Army's detail comments for PDC 331: 

 a. LOGSA - Concurs 

 b. AMMO - Concurs, no impact 

 c. SCP - No concerns 

 d. SCE-BTL - Concur with the following 

comments 

 (1) AMI (RIC AJ2) SDR POCs: 

 (a) 1. Para 3c(2) Detailed Procedures - 

Supply Discrepancy Report (SDR): (a) Routing 

Identifier Codes (RICs) A12, B14, AKZ already 

suspense the customer when we have material 

returned to the depot. This includes a suspense date 

that material must post back to accountable records. 

We do not, however, provide a priority to the return 

shipment. The customer should be able to provide 

that based upon the suspense date provided and how 

quickly they want to be reimbursed. 

All material returns are required to be returned in 30 

days. When providing the customer with an address 

for return, we always provide the depot/SSF 

DODAAC. 

 (b) We (for RICs A12, B14, AKZ) do not 

establish a PMR anymore. 

There was a time, many years ago, when the norm 

was to establish a PMR using the established 

document number on the SDR. Also we had a special 

control code to identify who established the PMR. In 

this way we should have been able to identify an SDR 

Action Officer. However, that process went by the 

wayside because it was not a mandatory field and 

some POCs did not want to be identified. The 

Commodity Command Standard System 

(CCSS) was eventually reprogrammed and the CCSS 

field was abolished. 

The PDC lists time frames for material returns. 

Currently for the RICs of A12, B14, and AKZ, the 

norm for a customer to return material is 30 days for 

Non-Security Assistance (SA) customers. For 

OCONUS customers, Non-SA, most item managers 

will have the material returned to the nearest depot in 

that geographic location. For SA customers we 

follow the current guidelines set forth in the DLMS 

manual. 

 (c) For RICs A12, B14, and AKZ we have 

NAMI-directed returns will 

require PMR under the approved 

procedures. 
 Enclosure 5 (Comment Resolution), Page 4 

always provided a Mark For in our disposition 

instructions and tell the returning customer to include 

the SDR response with the return of material. 

 (d) What will happen in the Logistics 

Modernization Program (LMP) when Army has fully 

deployed to LMP? It is not known if the SDR action 

officers will be allowed to input a PMR. 

This issue will need to be researched. NOTE: 

Subject PDC was also reviewed by SDR POCs at C-E 

LCMC. C-E LCMC has deployed LMP. C-E LCMC 

SDR POCs concurred with Subject PDC 331. 

 (e) and (f) The RICs A12, B14, and AKZ 

have always monitored for directed returns when the 

suspense date has been exceeded. If material is not 

posted to accountable records we always follow up to 

the customer. It is felt that it is the customers 

responsibility to provide the Inventory Control Point 

(ICP) with proof that material was shipped back to 

the address provided in our disposition instructions. 

Dependent upon the situation, we can credit, bill, or 

deny credit. If our follow-up to the customer 

indicates that material was shipped back to the 

designated depot in good faith, and the customer can 

provide us with tracking information, GBLs, etc., 

then the SDR action officer will research as to where 

the material is located. 

The AMI response, in conclusion, with the exception 

of the PMR, the SDR team processing A12, B14, and 

AKZ SDRs currently processes as suggested by the 

Navy. At the present time, it is not known what the 

procedures will be when all of Army deploys to LMP. 

Procedures for processing SDRs in LMP are still 

being assessed. 

 (2) NAMI (RIC AJ2) SDR POC: 

 (a) 1. NAMI does not stock, store, or issue 

materiel from CONUS DLA Defense Distribution 

Depots/storage activities; therefore, the proposed 

procedures for PMR & shipment status for retrograde 

and directed discrepant materiel returns to CONUS 

DLA depots do not apply to RIC AJ2. 

 (b) 2. NAMI does have a retrograde 

program involving shipment of AJ2 materiel to DLA 

OCONUS forward depots; however, in accordance 

with established procedures, the retrograde shipments 

are not subject to ICP direction. 

 (3) FMS - Concur w/comments 

I reviewed this procedure and DLA is changing the 

timeframes for non SA SDRs, any changes to FMS 

SDRs must be approved by DCSA and the T&C of 
 Enclosure 5 (Comment Resolution), Page 5 

the LOA updated. I am not sure if/when that'll 

happen but for now there is no impact upon our SDR 

processing timeframes. I don't see any issues with 

Transportation. 

6. DSCA Non-concur. 180-day timeframe is published in a 

standard DSCA SDR Note (as opposed to the LOA 

Standard Terms and Conditions (ST&C) since it's 

very difficult to change the LOA ST&C).; it can be 

changed only if all three MILDEPs concur. Air Force 

non-concurred with the change to 180 days 

AFSAC non-concur with DSCA’s proposal to revise 

the LOA Standard Terms and Conditions to reduce 

the number of days from 180 to 120 for a purchaser to 

return discrepant materiel at this time. This is 

contrary to AFSAC’s concurrence with the 

recommendation to reduce the SDR Timeframe from 

180 to 120 days in PDC 316 in June 2008. At that 

time, the unintended consequences of reducing the 

SDR Timeframe were unknown, the impact of 

“frustrated” SDR cargo in Europe had not been 

realized, and SDR Turn in points for new FMS 

countries had not been addressed. 

AF non-concurrence due to 

frustrated freight and lack of 

turn-in points was submitted in 

August 2009. A full year has 

elapsed to resolve this issues and 

the timeframe is now adjusted to 

the more appropriate 120 days.